If you throw up your hands at the thought of having to plan a special event, you can extend your arms to create a ‘v’ for victory as help has arrived! Our trio of event planning experts – Annie O., Brian S. and Scarlett S. – are here with proven advice for making your next event S-P-E-C-I-A-L.
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S-elect the right person to coordinate the work.
“Event planners are connectors – connecting people and resources.”
“A planner should be someone who is gracious yet clearly in charge.”
“Planners must be vigilant, maintaining a consistent focus and desire for excellence.”
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P-lan, plan and plan some more.
“Do not overlook any detail, especially the walk from the car to the front door. Some guests never recover from a bad parking experience.”
“People are unpredictable. That’s a solid prediction.”
“All guests are welcomed. This is not the time to discuss the lost art of responding to the invitation in a timely manner.”
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E-xpect the unexpected.
“Play the ‘what if’ game well in advance when you are more likely to have extra energy for positive problem solving.”
“Extra name tags are essential. You will misspell a name, and that’s okay. A genuine apology and a new name tag go a long way fixing a minor problem.”
“Always consider the weather. And don’t let your past experiences cloud your judgment.”
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C-larify the goals for the gathering.
“Ask your leadership to state their expectations. What does a successful event look like? ”
“Study the culture of the group. For example, given the right circumstances, some groups will self-entertain while others want to be entertained. Some want to get up and network, others want their space and to be somewhat anonymous.”
“Taking time to set event goals will also help you create a must-needed follow-up survey. Be clear about how you will measure success.”
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I-nvite others into the planning experience.
“Great ideas are not limited to event planners. They pop up everywhere.”
“Let others dream with you. Don’t be a Know-It-All.”
“If you’re leading a repeat event, a fresh set of eyes will help you avoid blind spots.”
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A-ddress your guests as they depart with the same professionalism and energy with which they were greeted.
“An intentional ‘thank you for coming’ is important.”
“Having someone available for emergencies is key. Imagine a guest with a flat tire. Who’s going to call AAA?”
“Consider a call-to-action for your guests as they leave. This can be a ‘save the date’ card for the following year or a post card for sharing about their experience.”
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L-astly, celebrate the good work!
“Debrief with your team and tell each person at least one positive piece of feedback.”
“All contributions should be noted. Appreciate your team. It’s the right thing to do, plus it’s an investment in future events.”
“Timely thank you notes and follow-up surveys are part of the event. Your guests should get an online survey prompt within 24 hours of attending your gathering.”
